Planning your day has so many benefits—it’s like giving yourself a roadmap to navigate your time effectively. It helps you know exactly what needs to happen and when, reducing the chances of missing appointments or meetings. Plus, it boosts productivity and creates a healthier balance between work and life, stress and relaxation. A plan keeps you consistent and acts as a flexible guide for moving through your day with intention.
At first, planning might feel overwhelming, especially if you’re unsure where to begin. You might even worry that it will box you in or take away your freedom. But here’s the truth: a well-crafted plan creates freedom instead of taking it away. It doesn’t dictate your every move—it helps you stay on top of things without the mental clutter. Think of it as a framework, not a rigid schedule. You don’t need to follow it down to the minute; sticking to the broader outline is more than enough.
This article will walk you through creating your first version of a daily plan, so you can feel more in control and less stressed about what’s on your plate. Let’s get started!
Where to Start: a Morning Routine
The first step in planning your day is deciding whether or not you want to include a morning routine. Morning routines are an excellent way to kickstart your day on a productive and positive note, giving you a sense of accomplishment right from the beginning. There’s no one-size-fits-all approach to morning routines—they can be short or long, simple or elaborate—so it’s helpful to think about what works best for you before building the rest of your day.
Start by figuring out how much time your morning routine will take. Don’t forget to factor in essential tasks like commuting and breakfast. If this means waking up earlier than you’re used to, see it as an opportunity rather than a chore. Prioritizing your morning routine might require going to bed earlier, which is actually a win for your overall health. Remember, adults need 7 to 9 hours of sleep per night to function optimally, so don’t skimp on rest to fit in your new routine.
Next, establish the key components of your morning. A popular example is the 20/20/20 method, introduced in The 5AM Club by Robin Sharma.
This method divides your first hour into three focused segments:
20 minutes of movement: Get your blood flowing with yoga, a quick workout, or a stretch.
20 minutes of reflection: Meditate, journal, or practice gratitude to start your day with clarity.
20 minutes of growth: Spend time reading, listening to an inspiring podcast, or writing out your to-do list.
Once you’ve identified the elements of your morning routine, plan in practical tasks like breakfast and getting ready for the day (think brushing your teeth, showering, and getting dressed). Estimate how long each activity will take and test it out the next morning to see if your timing is accurate.
The best part? Your plan isn’t set in stone. It’s completely fine to adjust as you go. The goal is to create a morning routine that feels achievable, energizing, and aligned with your needs. Take it one step at a time, and give yourself grace while you figure it out!
Your Day
Work and Breaks
After your morning routine, it’s time to dive into your work, whether that’s an office job, freelancing, content creation, or running a business. And yes, if you’re still in school, this applies to you, too—schoolwork is work, after all. Don’t forget to plan for travel time if you commute, or, if you work from home, consider adding a short “transition” activity to shift your mindset into work mode (a walk around the block or even a few deep breaths can work wonders).
To make the most of your workday, start by planning your focused work sessions before lunch. Studies show that most people are at their peak productivity during the morning hours, so it’s the perfect time to tackle your most important or mentally demanding tasks. Label this block of time as “focused work” on your plan, and aim to work in 50–60 minute increments, followed by a 10-minute break. Use those breaks wisely—step away from your workspace, take a walk, stretch, or simply let your mind rest.
Pro tip: When planning your focused work, block the whole session as one chunk and mentally note the breaks. Adding breaks separately can clutter your schedule and make it feel less streamlined.
Lunch
Lunch is more than just refueling your body—it’s a natural pause that separates your focused work from the next phase of the day. Ideally, aim to have lunch between 12:00 and 1:00 PM, but if your schedule doesn’t allow that, it’s not the end of the world.
Think of lunch as a reset button, both physically and mentally. Step away from your workspace, avoid working through your lunch break (we’ve all been guilty of this), and use the time to recharge. It’s also an excellent opportunity to take a longer walk or spend some time in the sun if possible, which can do wonders for your mood and energy levels.
Work and Free Time
The afternoon is the perfect time to shift gears into low-intensity work. This is where you can focus on tasks that are important but don’t require as much brainpower as your morning activities. Examples include checking off items on your to-do list, attending meetings, answering emails, or doing administrative tasks. These activities don’t demand the sharp focus of the morning hours, so they’re easier to tackle when your energy naturally dips a bit.
If your workday doesn’t follow a traditional 9-to-5 structure, use this time flexibly. You can fit in a daytime workout if you didn’t do one earlier, spend time on personal development (like reading or watching educational videos), or even indulge in hobbies that you’re passionate about. This part of your day is incredibly versatile—it’s all about balancing productivity with self-enrichment.
Why This Works
Structuring your day with focused work in the morning, a mental and physical reset at lunch, and low-intensity work or free time in the afternoon leverages your natural energy rhythms. It ensures that you’re using your most productive hours wisely while giving yourself space to rest and recharge.
This approach also helps prevent burnout by encouraging breaks and time for self-care throughout the day. Remember, a well-planned day isn’t about cramming in as much as possible—it’s about creating a sustainable balance that supports both your work and your well-being.
Your planning will look something like this.
Night Routine
Just like a morning routine sets the tone for your day, a night routine can help you wind down, relax, and prepare your body and mind for restful sleep. While it’s not essential to have one, incorporating a night routine can bring regularity to your sleep schedule, making it easier to fall asleep and stay asleep. Over time, this consistency creates a habit, signaling to your brain that it’s time to rest.
Creating Your Night Routine
A good night routine is personal and flexible, but it typically includes a mix of relaxing activities and practical tasks.
Here’s an example of a structured yet simple night routine to inspire you:
Dinner: Plan your dinner at a consistent time each evening, ideally 2–3 hours before bedtime. This gives your body enough time to digest before you hit the pillow, which can improve sleep quality.
Unwind: About an hour before bed, start winding down. Dim the lights, reduce noise, and step away from screens—blue light from phones and TVs can interfere with melatonin production, making it harder to fall asleep.
Relaxing Activities: Use this time for calming activities like reading, journaling, or a warm bath. These can help you mentally disconnect from the stresses of the day and ease into a state of relaxation.
Prepare for Tomorrow: Take a few minutes to plan for the next day. Lay out your clothes, pack your bag, or jot down a quick to-do list. This can help you feel organized and reduce morning stress.
Bedtime Rituals: Brush your teeth, wash your face, and do any other personal care routines. These small, repetitive actions signal to your brain that it’s time to sleep.
Sleep Time: Aim to go to bed at the same time each night. For example, if you plan to wake up at 6 AM and need eight hours of sleep, aim to be in bed by 9:30 PM. If you’re not sure how much sleep you need, experiment with different durations to find what leaves you feeling rested and energized.
Why a Night Routine Matters
The power of a night routine lies in its ability to create predictability and calm. By following a consistent sequence of activities, your brain starts to associate those actions with sleep, making it easier to drift off when your head hits the pillow. It’s also a chance to reclaim some quiet time for yourself, away from the demands of the day. Whether you use it to relax, reflect, or simply enjoy a moment of peace, a night routine can become a comforting ritual that helps you close the day on a positive note.
Use colours for different categories
By assigning distinct colors to different parts of your day, you can quickly identify categories like work, health, or personal time without having to sift through a sea of text.
Our brains naturally respond to colors, associating them with certain feelings, concepts, or activities. Incorporating these associations into your planning can make it more intuitive and enjoyable to use.
For example:
Red for Health: Red is bold and dynamic, often linked to energy and movement. It’s perfect for marking activities like exercise, stretching, or other wellness practices.
Green for Learning: Green symbolizes growth and renewal, making it ideal for tasks involving learning, such as reading, studying, or skill development.
Blue for Focused Work: Blue is calming and promotes concentration, making it a great choice for deep work or important projects.
Yellow for Social Time: Yellow is bright and cheerful, reflecting connection and warmth, so it works well for social activities or family time.
Paper planner or online?
When it comes to choosing a planner, the decision between a paper planner and an online planner often depends on your preferences, lifestyle, and how you like to organize your thoughts. Each option has its strengths, and the best choice is the one that aligns with your needs. Let’s start with the classic: the paper planner.
Paper planner
Using a paper planner has a charm that’s hard to replicate with digital tools. There’s something undeniably satisfying about physically writing out your plans, seeing your handwriting on the page, and flipping through the tangible proof of a well-organized week.
Advantages of a Paper Planner:
It Feels Real: Writing in a paper planner provides a sensory connection. The act of putting pen to paper makes your planning feel tangible and grounded.
Boosts Engagement: Physically writing out tasks and plans engages your brain more actively than typing. This process improves memory retention and helps you internalize your schedule.
A Great Start to the Day: Opening your planner and writing down your goals or to-dos can be a mindful ritual that sets the tone for a productive day.
Customizable: With a paper planner, you can get creative. Use stickers, doodles, or colorful pens to make your planning more personal and fun.
Downsides of a Paper Planner:
Time-Consuming: Writing everything out by hand takes longer than typing, which can be a downside if you’re in a hurry.
No Automation: You can’t set reminders, recurring events, or integrate your schedule with other tools. Everything has to be updated manually.
Less Portable: Depending on the size of your planner, it might not always be practical to carry it around.
Click here for a good paper planner with hourly slots.
The Online Planner
An online planner, like Apple Calendar, Google Calendar, or any number of scheduling apps, is a modern and efficient way to manage your time. It’s sleek, automated, and perfect for those who love tech or need their plans to sync across devices.
Advantages of an Online Planner:
Automation is Key: One of the biggest perks of an online planner is the ability to automate recurring events. Simply click “repeat” and choose your preferred frequency—daily, weekly, or monthly—and it’ll appear in your schedule without you lifting a finger.
Customizable Scheduling: Online planners allow for endless flexibility. You can easily add, move, or delete events, color-code tasks, and even set reminders to keep you on track.
Sync Across Devices: Whether you’re on your phone, tablet, or laptop, your planner is always with you. No more worrying about forgetting it at home!
Portability: An online planner is lightweight (because it’s in your pocket) and always accessible as long as you have your device.
Efficiency: Typing and dragging events into place is much quicker than handwriting, making it great for those who want to plan their day in minutes.
Downsides of an Online Planner:
Lacks Tangibility: Unlike a paper planner, an online planner doesn’t offer the same physical connection. For some, this can make planning feel less “real” or meaningful.
Screen Dependency: If you’re trying to reduce screen time, relying on an online planner might work against that goal.
Potential Distractions: Opening your planner on a device could lead to distractions from notifications or apps that steal your focus.
Don’t Worry If You Miss a Day
Life happens. Even the most organized among us miss a day (or a week!) of planning now and then. Maybe you’ve been overwhelmed, caught up in something unexpected, or simply enjoying a well-deserved vacation. The good news? It’s not as big of a deal as it might feel in the moment.
The beauty of a planning system is its flexibility. Just pick it back up when you can, without overthinking or beating yourself up. Remember, your planner is a tool to support you, not another item on your stress list.
If you find your planning process is starting to feel overwhelming or rigid, that’s your sign to switch things up. Try adjusting your layout, simplifying your approach, or even taking a more casual, day-by-day method until you’re back in the groove.
Planning should feel like a helpful guide, not a burden. Missed days don’t erase your progress—they’re just part of the journey. So take a deep breath, dust off your planner (or reopen that app), and dive back in when you’re ready.
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